Oxygen.co.nz Limited (“Oxygen”) is committed to protecting your privacy. This policy outlines how we collect, store, use, and share your personal information in accordance with the Privacy Act 2020.
What Personal Information do we Collect?
The kinds of personal information we collect and hold about you, and our use of that information, is dependent on the products and services we provide to you.
This specifically refers to the different products and services Oxygen provides, including leasing, managing and advertising of residential properties, and body corporate management services.
This personal information typically may include (but is not limited to) your name, address, date of birth, telephone number, email address, details of the products or services you have enquired about, property value, rental amounts, insurance details, references (in relation to rental arrangements and job applicants) and photo identification. Photo identification may be required in some instances to provide services to you as a customer and to comply with relevant laws such as Anti Money Laundering (AML) and for name/age verification for credit checks.
How do we Collect Your Personal Information?
We typically collect your personal information directly from you unless it is impracticable or unreasonable to do so.
From time to time, we may collect personal information about you from third parties. This includes your representatives, publicly available sources, referees where you apply for a position with us, and third-party service providers who collect or process information on our behalf. Please see the ‘Collection of Your Information by Third Parties’ section below for specific details of these arrangements.
Oxygen uses Google Analytics for our public website www.oxygen.co.nz. These analytics report on website traffic. Oxygen does not use Google Analytics to collect personal information and does not track IP addresses, however individuals may choose to disclose personal information via www.oxygen.co.nz by filling out an online enquiry form.
We may use cookie and tracking technology depending on the features offered. Cookie and tracking technologies are used for gathering information such as browser type and operating system, tracking the number of visitors to the website, and understanding how visitors use the website. Cookies also help us to customise the website for visitors. Personally identifiable information cannot be collected via cookies and other tracking technology, however, if you provide personally identifiable information, cookies and the data that they and other tracking technology collect may be connected to you using that information.
When you follow or like our social media channels or like, comment on, share or otherwise interact with any of our posts or other content on our social media channels, you may provide information to us about yourself, including your name, profile information and profile picture. The information that you make available can often be controlled through the settings for your account on the relevant social media platform.
Our social media channels are public and everything you share on our posts can be seen by everyone else. Please do not share any personal, confidential or sensitive information when posting on any of our social media channels.
Collection of Your Information by Third Parties (IPP3A)
In some circumstances, Oxygen collects personal information about you indirectly - that is, from a source other than yourself. Under the Privacy Act 2020 (including Information Privacy Principle 3A, which applies from 1 May 2026), we are required to make you aware of this when it occurs.
Maintenance requests (Tapi)
We use Tapi (tapihq.com) to manage maintenance for properties we manage. When you submit a maintenance request, you provide personal information (such as your name, contact details, and property information) directly to Tapi. Tapi shares this information with Oxygen so we can coordinate and manage the maintenance. The information is held by both Tapi and Oxygen. The collection of this information is not required by law - it is necessary to carry out the maintenance service you have requested. You have the right to access and correct your information by contacting our Privacy Officer.
Tenancy applications and reference checks (Renti)
When you apply to rent a property managed by Oxygen, we may use Renti to conduct reference and background checks. You interact with Renti directly as part of this process. Renti provides the results of those checks to Oxygen for the purpose of assessing your tenancy application. The information is held by both Renti and Oxygen. The collection of this information is not required by a specific law, but forms part of our assessment process in connection with our obligations as a property manager under the Residential Tenancies Act 1986. You have the right to access and correct your information by contacting our Privacy Officer.
Website enquiries and marketing communications (PipeDrive and ActiveCampaign)
When you submit an enquiry through our website, your information is captured in PipeDrive (our customer relationship management platform) and may be automatically synced to ActiveCampaign, which we use to manage marketing and client communications. Your information is held by Oxygen, PipeDrive, and ActiveCampaign. The collection of this information is not required by law - submitting an enquiry is entirely voluntary, but we cannot respond without your contact details. You may opt out of marketing communications at any time via the unsubscribe link in any email we send you. You have the right to access and correct your information by contacting our Privacy Officer.
In all cases above, Oxygen is the agency responsible for ensuring this information is handled in accordance with the Privacy Act 2020. For more information about how third-party providers handle your data, please refer to their respective privacy policies.
What we do with the Information we Gather
We use this information collection to provide property management and body corporate management services which can include undertaking background checks on potential tenants and any information created about a person as part of providing services.
Internal business management purposes including internal record keeping and to improve our own business practices.
To consider job applicants in recruitment processes.
Marketing and promoting our current and future services to clients, customers and potential customers. This can include (but is not limited to) advertising, direct marketing, other promotions, and social media engagement.
Conducting market research and surveys. Contact information can be used to make initial contact and invite participation in market research and survey activities. Where the individual opts-in to participating, the information gathered may then be used to provide insights into real estate market activities.
To comply with all relevant laws, where these are required for the above purposes including requirements to record and report transactions under anti-money laundering and counter-terrorist financing laws, maintain records for real estate agent code of conduct regulation and tax purposes, and to comply with any lawfully issued notice to provide information to a regulatory agency, such as the New Zealand Police and Serious Fraud Office.
Who Has Access to the Personal Information
Oxygen authorised staff have access to personal information.
Oxygen may share personal information with third parties that we work with to provide, promote, or perform ad measurement services on our behalf. Your personal information will only be shared on a confidential basis for the purposes of our business, promotions, and ad measurement services. Where legally required, we will obtain your consent for such sharing and use of your information. Your information will not be sold to or shared with a third party for that third party’s promotional purposes.
Oxygen may share personal information with governmental agencies or other companies assisting us in fraud prevention or investigation. We may do so when: (1) permitted or required by law; or, (2) trying to protect against or prevent actual or potential fraud or unauthorized transactions; or, (3) investigating fraud which has already taken place.
Oxygen stores personal information in applications such as CRMs provided by external service providers, for the purpose of delivering services to our customers (e.g. SaaS applications). These include Palace, Inspect Real Estate, and Inspection Express, which connects to Palace via API to manage property inspection reporting. Where information is shared with those service providers, those service providers may use anonymised and aggregated personal data for their own internal purposes.
Some of our third-party service providers store or process data outside New Zealand, including in Australia and the United States. Oxygen takes reasonable steps to ensure that overseas providers maintain privacy and security standards consistent with the Privacy Act 2020.
Commitment to Data Security
We have put in place physical, electronic and organisational processes to protect your personally identifiable information.
Only authorised employees, agents and contractors (who have agreed to keep information secure and confidential) are granted access to this information. All emails and newsletters from this site allow you to opt out of further mailings. Oxygen may use third-party applications (Software as a Service) for the purposes of providing services to their customers. Where used, Oxygen assesses the ability of third-party providers to ensure their data security practices are in accordance with relevant privacy laws. More information can be found in the privacy policies of said third-party providers. For more information please contact the Privacy Officer whose details are at the end of this policy.
Retention of Personal Information
We retain personal information only for as long as is necessary for the purpose for which it was collected, or as required by law. Client and tenancy records are generally retained for seven years. Employment records are retained for seven years after employment ends. When personal information is no longer needed, we take reasonable steps to destroy or de-identify it securely.
Right to Access Your Personal Information
You have the right to find out and see what personal information we hold about you and to request correction of that information.
If you believe that the personal information we hold is not correct, you may request in writing that Oxygen corrects the information. It is your responsibility to ensure that the information we hold about you is correct.
If you would like to access your personal information we hold, or request that it is corrected, please contact the Privacy Officer. Their details are set out at the bottom of this policy. We will inform you of our decision within 20 working days of you making the request.
Refusal of Access to Personal Information
Oxygen may refuse you access to personal information in accordance with the Privacy Act 2020 if (among other things):
- Releasing it would breach somebody else’s privacy, or if it could put somebody else in danger
- The personal information is not readily retrievable
- The personal information does not exist or cannot be found
- The request is frivolous or vexatious or the information requested is trivial
Privacy Breach Notification
In the event of a notifiable privacy breach, Oxygen will notify affected individuals and the Office of the Privacy Commissioner as soon as practicable, in accordance with our obligations under the Privacy Act 2020.
Complaints
Oxygen aims to acknowledge receipt of all complaints within seven working days and aims to resolve all complaints within 20 working days.
This may not be possible in all circumstances depending on the contents of the complaint. In this situation, Oxygen will respond to your complaint in a reasonable time.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at www.privacy.org.nz
Changes to this Privacy Policy
We may occasionally update this Policy. We will use our best endeavours to notify you of any changes.
Last updated: May 2026
The Privacy Officer
If you are concerned about any possible interference with your privacy, or would like to request access to your Personal Information, please contact our Privacy Officer.
Fiona Paget | [email protected]